Accounts Payable Specialist

Aston Carter•Rockford, IL

2d•$18 - $24•Onsite

About The Position

The Accounts Payable Specialist manages the full invoice-to-payment cycle in a global, team-oriented environment. This role focuses on accurate and timely processing of vendor invoices, three-way and two-way match, vendor account reconciliation, and resolution of discrepancies related to invoices, returns, shipments, and debits. The specialist collaborates closely with warehouses, buyers, vendors, and a global accounting team, while maintaining strong documentation and ensuring compliance with company policies and accounting standards.

Requirements

6 months to 2 years of experience in an accounting-related role, preferably with exposure to accounts payable processes.
6 months to 2 years of experience using Microsoft Excel to perform job duties, including basic functions such as filters, sorting, and VLOOKUPs.
Hands-on experience with an ERP system, ideally in a manufacturing or distribution environment.
Foundational knowledge of accounts payable processes, including invoice processing, three-way and two-way match, purchase order and payable workflows, and reconciliation.
Ability to perform accurate data entry and handle invoice processing at scale.
Proficiency with Microsoft Office, particularly Excel, for managing and analyzing financial data.
High school diploma or GED.
Strong attention to detail with a focus on accuracy and completeness in financial records.
Ability to multitask and manage a high volume of work while meeting deadlines.
Strong organizational and prioritization skills, with the ability to work independently and stay self-driven.
Effective verbal and written communication skills to interact with vendors, internal stakeholders, and global team members.
Comfort asking questions, seeking clarification, and collaborating to resolve issues.
Demonstrated problem-solving skills and the ability to investigate and resolve discrepancies.
Willingness to learn and adapt to new systems, processes, and technologies quickly.

Nice To Haves

Familiarity with international business transactions or foreign currency.
Experience with AP automation systems and tools.
Experience working within a global or multi-region organization.
Exposure to NetSuite or similar ERP platforms.
College education in accounting, finance, business, or a related field.
Experience in finance, reconciliation, and general accounting tasks.
Manufacturing, supply chain, or distribution environment.
Ability to work effectively with remote and offshore team members.
Interest in working within a business that supports sustainability and efficient use of inventory through redistribution of excess and hard-to-source components.

Responsibilities

Process vendor invoices accurately and on time using AP automation tools, including validating invoice details, matching to purchase orders and receipts, coding to the correct general ledger accounts, and ensuring adherence to payment terms and company policies.
Perform three-way and two-way match for invoices, purchase orders, and receipts to ensure accuracy before payment.
Conduct monthly reviews and reconciliations of vendor statements to maintain accurate account records and promptly resolve discrepancies.
Maintain positive, professional relationships with vendors by addressing questions, resolving issues, and keeping accounts current.
Communicate regularly with buyers, warehouses, and vendors to resolve issues related to invoices, returns, shipments, and payments.
Collaborate closely with global accounting team members, including offshore stakeholders, to support consistent and accurate accounts payable processes across regions.
Investigate and resolve discrepancies related to vendor invoices, unvouchered receipts, and debit memos by coordinating with relevant internal and external parties.
Process and track returns, shipments, and debit memos to ensure accurate financial records and vendor account balances.
Maintain thorough and organized documentation of all accounts payable transactions and communications for audit and reference purposes.
Ensure all accounts payable activities comply with internal policies, accounting standards, and established procedures.
Utilize ERP and Microsoft Excel (including filters, sorting, and VLOOKUPs) to manage data, support reporting, and perform daily AP tasks.
Handle high volumes of invoices and transactions while maintaining accuracy, organization, and adherence to deadlines.
Prioritize and manage multiple tasks effectively, working independently while seeking clarification when needed.
Contribute to continuous improvement by leveraging AP automation systems and suggesting process enhancements where appropriate.